How to Fill Out the Pennsylvania DEP Underground Storage Tank Registration Form

The Pennsylvania DEP Underground Storage Tank Registration Form, officially the Storage Tanks Registration/Permitting Application Form (2630-PM-BECB0514, Rev. 10/2016), is the document every owner of a regulated underground storage tank must file with the Pennsylvania Department of Environmental Protection to legally store fuel or other regulated substances in the ground. You file it to obtain both your tank registration and your operating permit, and you must do so before you ever put product in the tank.

Getting this form right matters because it is unlawful to use any regulated storage tank that has not been registered and permitted. A mistake on a single line can delay your permit, freeze your ability to sell fuel, or even block you from the Storage Tank Trust Fund that pays for cleanup after a leak. Pennsylvania oversees more than 20,000 regulated underground storage tank systems, and DEP returns incomplete forms to the sender, which can add weeks to a process that already runs on a 30-day clock.

Here is what you will learn in this guide:

• 🛢️ What the form is, who must file it, and which tanks are exempt
• 📋 The exact documents and ID numbers to gather before you start
• ✍️ A line-by-line walkthrough of every section, box, and code on the form
• 👥 Three real filer scenarios you can copy step by step
• ⚠️ The most common mistakes that get forms rejected and how to dodge them

What the Form Is and Who Must File It

The Storage Tanks Registration/Permitting Application Form is the single document that DEP uses to register your tank and issue your operating permit at the same time. It is required by the Storage Tank and Spill Prevention Act of 1989, often called Act 32. The agency that receives it is the DEP Bureau of Environmental Cleanup and Brownfields, and the form serves double duty as both your registration and your operating permit application.

You must file this form if you own a regulated underground storage tank. Under the law, a regulated UST is a tank that holds a regulated substance, has a capacity of more than 110 gallons, and has 10 percent or more of its volume (including buried piping) below ground. Gas stations, convenience stores, fleet yards, farms with commercial fuel tanks, and manufacturers all fall under this rule.

Some tanks are exempt and do not need registration. The instructions list these by code. Code U1 covers tanks of 110 gallons or less. Code U2 covers farm or residential tanks of 1,100 gallons or less that store motor fuel for noncommercial use. Code U3 covers tanks that store heating oil used on the same property. If your tank fits one of these, you skip registration, but you must be certain it qualifies, because guessing wrong leaves you operating an unregistered tank illegally.

The consequence of not filing is direct. Failure to register or to pay required fees is a violation of Section 503(a) of the act, which exposes you to penalties and the loss of your operating permit. A common misconception is that buying a property with existing tanks transfers the prior owner’s registration to you automatically. It does not. The new owner must file the form to record the change of ownership, or the tanks sit unregistered under your name.

Before You Start: Documents and Information You Need

Filling out this form goes faster when you gather everything first. DEP cross-checks the data you enter against its eFACTS database, so missing or wrong numbers cause delays. Pull these items together before you open the form.

• DEP Client ID# — the unique number DEP assigned to you as a responsible party; without it, DEP may create a duplicate record and slow your file.
• DEP Site ID# and Facility ID# — needed for any existing facility; leaving these blank on an amendment forces DEP to hunt for your record by hand.
• Employer Identification Number (EIN) — also called the Federal Tax ID; this is required and helps DEP confirm your organization.
• Tank specifications — capacity in gallons, substance stored, install date, and construction type for each tank, since these drive your fees and compliance status.
• Flammable and Combustible Liquid Permit Number — required if your product has a flash point under 200°F; without it you cannot legally install the tank.
• Class A and Class B operator certificates — proof of trained operators, attached on the UST Operator Training Documentation Form (2630-PM-BECB0514a).
• NAICS code — your industry classification code, used by DEP for compliance tracking; a missing code can hold up processing.
• Deed or proof of ownership — needed for a change of ownership when the prior owner’s signature is not available, or DEP will not transfer the tanks.
• Latitude and longitude of the facility — helps DEP map the site; useful even though it is not always strictly required.
• Prior tank numbers — required when you buy some but not all tanks at a facility, so DEP can match the purchased tanks.

If any item is missing, the most common result is a returned form. DEP states plainly that incomplete forms are sent back, and tanks cannot be used until properly registered and permitted. That gap can mean lost fuel sales every day the form sits in limbo.

Where to Get the Form and How to Access It

You get the official form from DEP in two main ways. The first is the DEP Find Storage Tank Forms and Applications page, where the Registration/Permitting Application is posted in both Word and PDF format. The Word version lets you type your answers on a computer, print the document, and mail it in. Always confirm you have the current Rev. 10/2016 version, printed at the bottom of each page, so DEP does not reject an outdated form.

The second route is the DEP Storage Tanks e-Permitting portal, the online system that lets you submit a New Facility Registration, a Change of Ownership, or a Registration Amendment without paper. You create an account, choose the registration type under the Create tab, and enter the same data the paper form asks for. The portal often speeds processing because it reduces manual data entry on DEP’s side.

A third path exists for tanks that are no longer regulated but still need a record. DEP provides the Storage Tanks Registration/Permitting Application Form (2630-PM-BECB0514) for this purpose as well, and minor changes to existing records can sometimes use the shorter Storage Tank Registration Amendment Form (2630-FM-BECB0607). Pick the channel that matches your task: full registration for a new facility, amendment for a small change.

Step-by-Step: How to Fill Out the Registration/Permitting Application Line by Line

The form is organized into numbered sections, I through XII. Not every section applies to every filer. The instructions mark each section R (required) or M (maybe required) based on your purpose. Work through them in order, and use the exact box names printed on the form.

Section I: Purpose of Submittal

This section asks why you are sending the form. In plain English, you tell DEP whether this is a brand-new tank, a change to an existing record, or a change of ownership. You answer by checking one box: Initial for a first-time registration at a new facility, Amended for changes to a facility that already has a number, or Change of Ownership when tanks are sold and stay put.

For example, Maria Lopez opens a new gas station with two new tanks, so she checks Initial. The nuance: the Initial box is only for first-time registrations, and once a Facility ID# is assigned, you never check it again. A common mistake is checking Initial when you actually bought an existing station, which creates a duplicate facility and tangles your record. The misconception here is that “amended” means a small edit only; in fact, adding a tank, removing a tank, or changing the operator all count as amendments and require this box.

Section II: Current or New Tank Owner/Client Information

This section asks who owns the tanks. You enter the owner’s DEP Client ID# (if you have one), the organization name or registered fictitious name, the EIN, and the full mailing address. Type or print in ink, and use the two-character state abbreviation with the ZIP+4.

For example, Maria Lopez runs her station as Lopez Fuel Stop LLC, so she writes that in the Organization Name box and enters her EIN. The nuance covers individuals and partnerships: if you operate under your own name, you complete the individual name lines; if you use a business name, you fill the Organization Name line. A common mistake is leaving the EIN blank, which is required and stalls the file because DEP cannot confirm your identity. The misconception is that the Social Security Number is mandatory; it is optional and is not shared with the public or other agencies.

This section also has a Fee Kind box for exemptions and discounts. Volunteer fire companies and EMS organizations are exempt from UST fees, state-owned tanks are fee-exempt, and federal-owned tanks get a 20 percent discount. The consequence of skipping this box when you qualify is paying fees you did not owe, with no easy refund.

Section III: Site Information

This section asks where the site physically sits. You enter the DEP Site ID# (if known), the Site Name, the county, the municipality, and the physical street address. No P.O. Box numbers are accepted for the site location, because DEP needs an exact place to inspect.

For example, Marcus Reed, a fleet manager, lists his truck yard at 400 Industrial Drive, Reading, Berks County and adds written directions with landmarks. The nuance is the NAICS code box, where you enter your industry classification at the sector level at minimum. A common mistake is entering a P.O. Box for the site, which DEP rejects outright. The misconception is that the site contact and the owner contact are the same person; the site contact is whoever holds overall responsibility for environmental matters at that location.

Section IV: Facility Information

This section identifies the facility itself, its operator, and its fire permit. You enter the Storage Tank Facility ID# (left blank for a new facility, since DEP assigns it), the Facility Name, and the Facility Kind code that best describes the site. For a gas station you choose code MFULS (Motor fuel for sale).

For example, Maria Lopez selects MFULS because her station sells gasoline to the public. The nuance is the Facility Operator block: if the operator is the same as the owner, you check the box and skip ahead; if different, you complete the operator’s details. A common mistake is omitting the Flammable & Combustible Liquid Permit Number for fuel with a flash point under 200°F, which the Department of Labor and Industry issues and which you need before installing. The misconception is that DEP issues this fire permit; it does not, and outside Allegheny and Philadelphia counties you apply through Labor and Industry’s Bureau of Occupational and Industrial Safety.

Section V: Change of Ownership Information

This section applies only when tanks are purchased and stay at the same facility. You complete the Owner, Facility, and Contact sections, then record the change of ownership here, and the previous owner signs to confirm the transfer. If you buy all tanks, the facility keeps its existing Facility ID#; if you buy only some, DEP assigns a new Facility ID#.

For example, David Chen buys an existing station and all four of its tanks, so he completes Section V and gets the prior owner to sign. The nuance is the missing-signature rule: if the previous owner will not sign, you must provide a deed of transfer or other proof of ownership. A common mistake is leaving the previous tank numbers off when you buy only part of a facility, which prevents DEP from matching the purchased tanks. The misconception is that registration fees are refunded or transferred at sale; DEP does not refund fees due to a change of ownership.

Section VI: Storage Tank Description

This section identifies each regulated tank at the facility. You assign tank numbers, with underground tanks starting at 001 and continuing in sequence (002, 003), and you list each tank’s previous status and new status. Removed or closed tank numbers are never reused.

For example, Maria Lopez labels her two new tanks 001 and 002 and marks each New Status: C for “Currently in Use.” The nuance is the Previous Status column, which is left blank for brand-new installations because there is no prior status. A common mistake is reusing a retired tank’s number for a new tank, which corrupts the facility’s tank history in eFACTS. The misconception is that you list tanks closed long ago; you do not include underground tanks removed or closed in place before November 5, 1989.

Section VII: Tank Specifications and Substance Stored

This section captures the technical details of each tank, including capacity in gallons and the regulated substance stored. You match the substance to DEP’s codes and record the install date. These entries drive both your fee and your compliance requirements.

For example, Marcus Reed enters 10,000 gallons of diesel for tank 001 at his fleet yard. The nuance is compartmented tanks: if one tank shell holds two products, you record each compartment’s capacity and substance separately. A common mistake is reporting total facility capacity instead of per-tank capacity, which throws off DEP’s records and your inspection schedule. The misconception is that biodiesel or pure ethanol is unregulated; both are regulated substances under the act and must be reported.

Sections VIII through XII: Closure, Operators, and Certifications

These later sections cover tank removal or closure (Section VIII), operator and certification data, and the signature blocks. You complete them based on your purpose, since the instructions mark several as M for maybe required. The owner’s signature is the legal heart of the form, certifying that the information is true.

For example, Janet Brooks closes an old tank, so she completes the removal section with the actual closure date. The nuance is the closure date rule: if you leave the date blank, DEP uses the certified remover’s signature date, and fees are charged up to that date. A common mistake is forgetting that all UST facilities must have designated Class A, Class B, and Class C operators, with documentation filed on the UST Operator Training Documentation Form. The misconception is that the form can be signed by anyone; the owner or an authorized representative must sign, or the form is invalid.

Three Filled-Out Examples Using Real Scenarios

Seeing the form completed end to end makes the sections click. Below are three common situations, each followed through the major sections.

Scenario 1: Maria Lopez registers two new tanks at a brand-new gas station.

Form Section	What Maria Enters
Section I – Purpose	Checks Initial – New Facility
Section II – Owner	Lopez Fuel Stop LLC, EIN entered, mailing address
Section III – Site	Lopez Fuel Stop, Lancaster County, physical street address
Section IV – Facility	Facility ID# left blank; Facility Kind MFULS
Section IV – Fire Permit	Flammable & Combustible Liquid Permit # from Labor and Industry
Section VI – Tank Numbers	Tank 001 and Tank 002, New Status C
Section VII – Specs	12,000 gallons gasoline each
Operators	Class A and Class B certificates attached
Signature	Maria signs as owner

Scenario 2: David Chen buys an existing station and all its tanks (change of ownership).

Form Section	What David Enters
Section I – Purpose	Checks Change of Ownership
Section II – Owner	Chen Petroleum Inc., new owner details and EIN
Section III – Site	Existing Site ID# and address kept the same
Section IV – Facility	Existing Facility ID# entered (kept since all tanks bought)
Section V – Change of Ownership	Completed; previous owner signs to confirm
Section VI – Tanks	Lists all four existing tank numbers
Operators	New Class A and B operator documentation filed
Proof	Deed of transfer attached in case prior owner cannot sign
Signature	David signs as new owner

Scenario 3: Janet Brooks closes one underground tank at her farm supply store.

Form Section	What Janet Enters
Section I – Purpose	Checks Amended – Remove/Close Tank
Section II – Owner	Brooks Farm Supply, existing Client ID#
Section III – Site	Existing Site ID# and address
Section IV – Facility	Existing Facility ID# entered
Section VI – Tank	Tank 003, Previous Status C, New Status closed
Section VIII – Closure	Actual closure date recorded
Closure Report	Retained at site for at least three years
Notification	Closure Notification Form sent to regional office 30 days prior
Signature	Janet signs; certified remover signs

How to File the Completed Form

DEP accepts the form through more than one channel, and the right one depends on your task. Keep proof of whatever method you use, because that proof protects your registration date.

• Online (e-Permitting portal): Submit through the DEP Storage Tanks e-Permitting system. There is no separate filing fee to submit; DEP invoices the registration fee after it processes your form. Keep the on-screen confirmation and submission number as your proof of filing. Processing is often faster because data flows straight into eFACTS.
• By mail: Mail the completed paper form to DEP. New facility registrations and most amendments go to the appropriate DEP regional office, while closures of registered tanks go to DEP’s central office in Harrisburg. Send it by certified mail with return receipt so you have dated proof, and keep a full copy. Expect several weeks for DEP to issue your invoice and certificate.
• Fees: The fee is $50 per underground storage tank per year, set by 25 Pa. Code § 245.42. DEP prorates the first year from your registration date. You pay only after DEP sends an invoice, not when you file.
• Payment: Pay by check or money order payable to the Commonwealth of Pennsylvania when the invoice arrives, or by the methods listed on the invoice. Do not send payment with the form, since DEP bills you separately.

The key timing rule is the 30-day window. Tank owners must submit a registration form within 30 days of installing a regulated tank or of any change in previously submitted information. Missing that window is itself a violation, so file promptly and save your proof.

What Happens After You File

Once DEP receives a complete form, it enters your data into eFACTS and assigns the identifiers you need. For a new facility, DEP issues a Storage Tank Facility ID# built from a two-digit county code and a five-digit number, such as 36-12345. You will see this number on all future DEP correspondence, so record it.

DEP then sends you an invoice for the registration fee. Under the regulation, fees are payable no later than 60 days after the invoice date and become delinquent 90 days after the invoice date. When you pay, DEP issues a certificate of registration. At any facility that sells a regulated substance at retail, you must publicly display that certificate in a noticeable spot.

After your first year, DEP sends an annual renewal invoice at least 60 days before your certificate expires. The agency can register a tank but still withhold the operating permit if you are out of compliance, including unpaid fees. That means a registered tank is not automatically a legal-to-use tank until fees are paid and compliance is met.

Mistakes to Avoid When Filling Out the Form

• Checking Initial for a station you bought used — this creates a duplicate facility record and delays your permit.
• Leaving the EIN blank — DEP cannot confirm your organization, and the form is returned.
• Entering a P.O. Box for the site location — DEP rejects it because it needs a physical inspection address.
• Reporting total facility capacity instead of per-tank capacity — this distorts your fees and inspection schedule.
• Reusing a closed tank’s number for a new tank — it corrupts the facility’s tank history.
• Forgetting the Flammable & Combustible Liquid Permit Number — you cannot legally install the tank without it.
• Skipping the Class A and B operator documentation — DEP requires it for new facilities and change of ownership.
• Missing the 30-day filing window after an install or change — this is a violation of the act on its own.
• Leaving the closure date blank — DEP uses the remover’s signature date and charges fees up to that point.
• Omitting prior tank numbers in a partial purchase — DEP cannot match the tanks you bought.
• Assuming registration transfers with the property — the new owner must file, or tanks sit unregistered.
• Sending payment with the form — DEP bills separately, and prepaid checks complicate processing.

Do’s and Don’ts

Do’s – Confirm you have the current Rev. 10/2016 version, because DEP can reject an outdated form. – Type or print in ink so DEP can read every entry and avoid data-entry errors. – Use the exact section codes like MFULS and C, since DEP’s system relies on them. – Keep certified-mail receipts or portal confirmations, because they prove your filing date. – File a separate form for each facility, as one form cannot cover two locations. – Display your certificate of registration at retail sites, which the regulation requires.

Don’ts – Don’t operate a tank before registration, because using an unregistered tank is unlawful. – Don’t guess at exemption codes, since wrongly claiming exemption leaves you operating illegally. – Don’t ignore the annual renewal invoice, because unpaid fees go delinquent and risk your permit. – Don’t abbreviate city or site names, as the instructions forbid abbreviations there. – Don’t forget buried piping when measuring volume, because it counts toward the 10 percent underground test. – Don’t assume a registered tank is permitted, since DEP can withhold the operating permit for noncompliance.

Pros and Cons of Filing on Your Own vs. With Help

Pros of filing yourself – You save consultant fees, which helps small single-station owners on tight budgets. – You learn your own compliance picture, making future renewals easier. – The e-Permitting portal guides you through required fields, reducing blank-box errors. – You control your timeline and can hit the 30-day deadline without waiting on a third party. – Simple amendments, like a contact change, are quick and rarely need an expert.

Cons of filing yourself – Technical tank specs and substance codes are easy to misreport without experience. – A returned form costs you weeks, which a seasoned consultant would likely avoid. – Change-of-ownership and closure filings carry legal nuances that trip up first-timers. – Errors can affect Storage Tank Trust Fund eligibility, a costly risk after a leak. – You must track operator-training documentation rules yourself, which are easy to overlook.

FAQs

Do I need to register an underground tank that holds heating oil for my own building?

No. Tanks that store heating oil used on the same premises where it is stored fall under exemption code U3 and are not regulated USTs under the act.

Do I check the Initial box if I bought an existing gas station?

No. You check Change of Ownership, because the Initial box is only for first-time registrations at a new facility, not for tanks that already have a Facility ID#.

Do I write my business name or my personal name in the Organization Name box?

Yes. Write your business or registered fictitious name there; if you operate under your own name, complete the individual name lines instead.

Do I have to enter my Social Security Number on the form?

No. The SSN is optional, is not accessible to the public or other agencies, and only helps DEP avoid duplicate records.

Do I leave the Storage Tank Facility ID# blank for a brand-new facility?

Yes. DEP assigns the Facility ID# after it receives your initial form, so you leave that box empty for a new facility.

Do I enter a P.O. Box for the site location in Section III?

No. P.O. Boxes are not accepted for site location, because DEP needs a physical address to inspect the tanks.

Do I have to pay the fee when I submit the form?

No. DEP invoices you after processing the form; the $50-per-UST fee is due within 60 days of the invoice and is delinquent after 90 days.

Do I need to file within a set time after installing a tank?

Yes. You must submit the registration form within 30 days of installing a regulated tank or of any change to previously submitted information.

Do biodiesel and ethanol tanks need to be registered?

Yes. Biodiesel is a nonpetroleum oil and pure ethanol intended for blending are regulated substances, so tanks storing them must be registered.

Do I need Class A and B operator documentation for a change of ownership?

Yes. DEP requires Class A and B operator documentation on Form 2630-PM-BECB0514a for new facilities, new tanks, and change of ownership.

Do I reuse a closed tank’s number when I install a replacement tank?

No. Closed or removed tank numbers are never reused; you assign the next number in sequence to the new tank.

Do I get a refund if I close a tank before the registration year ends?

No. DEP does not refund registration fees when you permanently close a tank, change it to nonregulated use, or sell the facility.

Do I file one form for two separate gas stations I own?

No. A separate form must be completed for each facility that has regulated storage tanks; one form cannot cover two locations.